Start with the room and agenda

A useful conference AV specification begins with the event, not an equipment list. Share the room layout, expected audience, presentation format, number of speakers and any changes between sessions. Access times and rehearsal windows can affect the technical plan as much as audience capacity.

The supplier can then work backwards from what delegates need to hear and see. A single-speaker meeting has different microphone and display requirements from a panel discussion, awards presentation or programme split across several rooms.

Sound for speech

Clear speech is the first priority. The brief should identify lectern speeches, roaming presenters, panels and audience questions. This determines whether the event needs lectern, handheld, lapel or headset microphones and how many channels must be available at once.

  • A PA system sized and positioned for the room
  • Microphones matched to each speaking format
  • Playback for walk-on music or video sound
  • A mixer and technician where the programme requires active control

Screens and presentation content

Display choice depends on viewing distance, room width, ambient light and the format of the material. A screen that looks large during an empty-room visit can become difficult to read once delegates are seated. Text-heavy slides usually need more display area than simple imagery.

Confirm who owns the master presentation, which connections presenters will use, whether videos contain sound and when final files will arrive. A dedicated playback position helps keep changes controlled during the event.

Staging, lighting and rehearsal

Staging establishes sightlines and speaker positions. Lighting should make presenters clear in the room and in photographs or video. Lectern, screen and microphone positions need to be considered together rather than added independently.

A technical rehearsal is the opportunity to check files, microphone technique, walk-on cues and changes between speakers. For a concise quote, provide the venue, date, audience estimate, draft agenda and access window.